Students ST22 - Admissions

Accessed:	2026-07-17
Purpose of series:	Records series documenting enrollment and application for admissions of prospective students into university academic programs or courses (as defined by the Academic Calendar) and/or all credit related programs, that are not found in the student information system. This series includes undergraduate, graduate, and professional programs.
Scope and contents:	Includes (but is not limited to): applications forms, correspondence, departmental recommendations, exchange program applications, portfolio materials, references, resumes, curriculum vitae (CVs), supplementary information forms, test scores, transcripts, transfer credits (see Cross References) , transaction forms, consent forms, requests to enroll late, reactivation requests, requests for non-degree status, reactivation notification letters, alternate enrolment forms, priority enrolment forms, de-enrolment lists and letters, request to audit a course forms and cancelled course notifications.
Cross reference:	For records retained in the student information system see: Student Information System (Banner) (ST20); For transfer credits that are not apart of the initial or regular admissions process See: Student - Transfer Credits (ST23)
Exceptions:

Primary offices:	Registrar Office, Faculty of Graduate Studies, Related Faculty
Primary office retention trigger:	Superseded / Obsolete
Primary office disposition:	Disposition Plan
Primary office retention period:	7 years
Primary office retention instructions:	S/O = Date institution accepts or rejects application. Successful applicants: All admission records will be reclassified under the corresponding student record once applicant deemed an active student (for Undergraduate, Graduate and Professional students see: ST25 - Academic History; Faculty of Medicine students see: ST26 - Student Record - Faculty of Medicine). Unsuccessful Students (rejected) or student deemed not active (no shows): Records will be retained for 7 full academic years (AY) after related academic year, then securely destroyed.

Secondary offices:	N/A
Secondary office retention trigger:
Secondary office disposition:
Secondary office retention period:
Secondary office retention instructions:

Retention rationale:

Expected Operational Use and Appeal Period.

Vital records	Electronic systems	Personal information	Official media
Yes	NAS, SharePoint, Banner	Yes	Paper, Electronic

Approval date:	Last updated:	Edited by:	Security classification:
2021-12-13	2025-10-16 11:03:02	gy301734	Confidential

Notes:

All biographical information is retained in Banner regardless of acceptance status. Once admitted enrollment records are part of official student record. For Undergraduate admissions the Registrar’s Office relies solely on electronic records, paper records of changes to a student’s registration are deemed transitory and are securely destroyed once change has been completed.